Emergency Plan Form

Adult to Minor Ratio Guidance

The following information covers suggested staff numbers per number of minor participants and suggested age requirements for staff. The responsibility of determining appropriate ratios is placed on the group Coordinator/Director/Owner.

Overnight programs by age: 

• 9-14 years old= 1:8
• 15-17 years old= 1:10

Day programs by age:

• 4-5 years old= 1:6
• 6-8 years old= 1:8
• 9-14 years old= 1:10
• 15-17 years old= 1:12

Reference: https://www.acacamps.org/parents-families/why-accredited-camps/how-choose-camp-safety-tips#:%7E:text=Generally%2C%20the%20 ratios%20at%20resident,campers%20ages%2015%20to%2017.
 

Background Checks Required

Criminal history checks are required for certain individuals working in programs and activities involving minors, including university employees and volunteers who meet the following criteria:

• Those whose position description mentions working with minors.

• Those whose position description does not mention working with minors, but who will be serving as authorized adults for a youth program. 

• Those who will be participating overnight in an overnight program with minors. 

• Those with other types of security-sensitive access, as determined by the Criminal History Check Crosswalk. This includes but is not limited to: anyone who performs functions or duties that require interaction with minors in a private or unsupervised setting, personnel who will have access to youth personal information through registration, and personnel collecting registration fees. 

Licensee/Main Contact must confirm adult staff background checks have been completed
 

Emergency Plan Required

In order to maintain a safe environment for all visitors at Pacific University, it is important to make sure that everyone is prepared and informed in the event of an incident or emergency. Staff may not always be together when these events take place and plans should be developed to make sure they are able to contact one another. 

External Groups visiting campus are required to have an emergency plan in place and communicate the plan with staff and participants. Emergency plans should specifically reference where participants and staff will need to go and what actions they will need to take in response to various types of potential campus emergencies.

Groups should have at least one on-site emergency contact who can implement the emergency plan and who can be reached by cell phone on a 24/7 basis during their stay on campus. A highly staffed program, such as a Youth camp or overnight conference with over 100 attendees, should create a staffing plan containing emergency-related responsibilities assigned to each staff member.

Emergency Kit:

We recommend that you have an emergency kit that accompanies your emergency plan. The kit should include a flashlight, a radio, extra batteries, a first aid kit, water, a whistle, gloves, and a dust mask. One of your on-site staff should take responsibility for the kit. 

Reunification Plan:

In the event of an emergency, evacuation, or unforeseen disaster, it is important to have a reunification plan that guides in reconnecting youth participants with their parents/guardians when needed. Prior to the start of your campus visit, consider: your alternate location to reconnect families with participants, how you would communicate to participants and families, how staff would gain access to emergency contact information, and how you would ensure the identity of those authorized to pick up a participant.

Staff Responsibilities:

Who is in charge of: 

• Notification of staff in the event of an emergency

• Communication with participants about emergencies 

• Coordination of evacuation procedures

• Accounting for all participants and staff during an emergency

• Communication with Off-Site Contact about emergencies

• Completing incident or accident reports

• Participant rosters with emergency contact information 

• Electronic files/documents 

For camps with minors: 

• Communication with participants parent/guardian(s)  

• Participant medical treatment (authorization and records) 

• Accounting for all participants in times of transition 

In the space below, please provide the names and cell phone numbers of the staff responsible for carrying housing rosters, emergency contact information for participants and other staff, and any other related responsibilities:

Please Attach a detailed schedule of events for your time on campus below.

*Location must be provided. For External Groups please reference your Agreement for list

See example schedule here.

Agreement

To proceed you must acknowledge and agree to the following:

I am responsible for this conference or event and will ensure the following:

• that all relevant information has been provided.

• all staff involved with minors shall receive training for recognizing and dealing with common problems experienced with minors.

• all adults staying with minors in Residence Halls and staff of youth camps have had a complete background check done.

• all staff understand their responsibilities as outlined on this form and your group's emergency plan.

• that any safety information provided by Pacific University will be reviewed by yourself and all staff involved in your Conference or Event, prior to the start.

• Upon completion of this form and review of the provided information by Pacific University representatives, you will be sent a copy to sign. This will then become part of your Agreement with Pacific University as per the terms of Exhibit B: Safety & Risk Management.